Medical Secretary

MAIN DUTIES/RESPONSIBILITIES Responsibility for People Management Participate in interview panels for specified jobs. Assist in the training of newly appointed secretarial/administrative staff and supporting them during their assimilation. Responsibility for financial and/or physical resources Assist in maintenance of stock control and security of stock Observe a personal duty of care when using equipment and resources Maintaining a safe environment in accordance with Health and Safety Policies Responsibility for administration Able to plan and prioritise their own workload on a day-to-day basis. Maintain the electronic diaries for SORT doctors, organise appointments and the allocation of their time to reflect priorities and demands of their workloads. Organise meetings including Case Conferences, meetings, Risk Management meetings, Care Planning meetings and provide all administrative duties associated with these meetings, including sending invitations, distribution of agenda, associated paperwork, take and transcribe minutes and follow up action points. Organise appointments as appropriate, liaising with patients, patient family members and other services. Liaise with MDT to arrange assessments etc as directed by the Consultant. Provide administration support including recording details on SystmOne, invoicing and monitoring payments received. Administrative support for Consultants appraisal including MAG. Arrange medical student placements and feedback sessions as appropriate. Arrange teaching sessions etc for Consultant as appropriate. The post holder will have knowledge of medical terminology. The post holder will have the knowledge and experience to deal with difficult enquiries and situations. Collate data for Out of Area patients and produce statistical reports to provide data for locality manager. The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with Livewell Southwest polices, including the Data Protection Act (1998) and the Livewell Southwest Confidentiality Policy. Work collaboratively with other secretaries/administration staff within the community mental health service, including taking telephone calls, supporting colleagues during periods of high demand ensuring the team runs smoothly. Receive incoming mail, telephone calls and initiate action as required Assist with Medical staff regarding annual leave etc liaising with Medical staffing team. Liaise with senior medics regarding on-call swaps and leave cover Accurate audio transcription of various documents including patient letters, assessments, discharge summaries and psychiatric reports in preparation for Tribunal Hearings, ensuring deadlines are met. Attend weekly ward round MDT with the Consultants and multi-disciplinary team, taking notes and following up action plans as appropriate. To maintain sensitive and confidential information and filing systems. To maintain, at all times, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients. The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit. The post holder will undertake surveys/audits as required including staff surveys. . Responsibility for people who use our services Liaise with patients, other professionals and agencies to organise various meetings including Care Planning, Aftercare, Risk Management and Discharge Planning. Due to the urgency of some of these meetings are arranged at short-notice, requiring re-organisation of diaries to ensure service user needs are met. Demonstrate a positive attitude to patients, treating patients and their families with dignity and respect. Have an excellent knowledge of risk factors and be able to make judgements about client and staff safety and raise concerns with senior staff Ensure compliance with contractual and related quality standards, including acknowledgement of referrals and production of written correspondence with referrers. Responsibility for implementation of policy and/or service developments Comply with all appropriate National, Livewell Southwest and local polices and protocols. These include Health and Safety, Fire Procedures and Confidentiality. Know how to report accidents and incidents and to do so promptly. Behave in a manner that does not bring the Team or Livewell Southwest into disrepute. Ensure that professional boundaries are always adhered to. Actively participate in line management supervision with a senior member of the Team. Actively participate in the Livewell Southwest appraisal system. Participate in team meetings. Carry out other duties commensurate with the position as required. Responsible for updating Knowledge and Skills, including Livewell Southwest mandatory training. Identify new ways of working and make changes to own work, when agreed, to improve service. COMMUNICATIONS AND RELATIONSHIPS Liaise with GPs, Solicitors, Police, Social Workers, ward staff, other teams, multi-agency professionals, probation officers, patients and relatives, management, medical staff in other specialities and professional staff in other departments. Provide and receive confidential, complex and sensitive information, orally, in writing or electronically, within the boundaries of confidentiality. At times the information can be distressing. Answer calls from service users, gain information and re-direct the call to the required health professional. To provide a communication link when the Consultant or associated Doctors are out of the office and pass all urgent and important issues on to the correct person. PHYSICAL DEMANDS OF THE JOB Competent advanced keyboard skills including audio typing. There is a frequent requirement for concentration required for dealing with various complicated medical documents and correspondence with frequent interruptions. There is a frequent requirement for concentration required when typing reports, letters etc of complicated nature with frequent interruptions. There is a frequent requirement for sitting in a restricted position, maintaining correct posture, when sitting at desks; for example when (audio) typing or taking detailed minutes of meetings. The post holder will carry any deliveries in a safe manner, in accordance with the organisations manual handling policy. ADDITIONAL INFORMATION FOR ALL POSTS The post holder is required to comply with all relevant policies and procedures pertinent to their post. Current versions can be found on the intranet or via your manager. The areas listed below are those Livewell Southwest currently places particular emphasis on. Failure to follow correct policies and procedures may result in disciplinary action. Risk Management In accordance with the Risk Management Strategy, employees will participate, whenever required, with the risk management process. They will support line managers by attending mandatory and statutory training, completing incident/accident forms for every adverse event or near miss that occurs, report all defects and complaints, and communicate any dangerous situation to individuals potentially at risk. Health and Safety at Work You must co-operate with those in authority and others in meeting the statutory requirements and in following policies and procedures. A copy of the Health and Safety Policy is available from the intranet or from the Risk Management Department. You are reminded that in accordance with the Health and Safety at Work Act 1974 you have a duty to take reasonable care to avoid injury to yourself and to others affected by your work activities. You will be notified where your post carries a requirement for immunisation. You may be required to be able to undertake physical intervention training and participate in physical intervention as part of a physical intervention team and Basic Life Support (BLS). Infection Control Livewell Southwest is determined to eradicate healthcare-acquired infection and puts a great deal of emphasis on the responsibility of all staff to ensure their own personal and others compliance with Infection Control (including Hand Washing) Policies. All staff must comply with infection control policies and guidance, attend relevant updates and report issues of concern to their immediate line manager (if no action or explanation received, then it is the individuals responsibility to escalate their concerns to the Director of Operations or Chief Executives Office). Safeguarding Children and Adults All employees have a duty to safeguard and promote the welfare of children and adults and are required to act in such a way that at all times safeguards their health and wellbeing. Familiarisation with and adherence to national and local safeguarding adults and children policies is an essential requirement upon all employees. Livewell Southwest has specific safeguarding policies and in addition, employees also have a responsibility to practice and work within the multi-agency policy developed by the Safeguarding Adults Board and the Safeguarding Children Board. Staff are also required to participate in related mandatory/statutory training. Please find attached the full Job Description and Person Specification